Small Budget Events

Q. How do you plan events on a small budget?

A. I work for a non-profit, 501(c)(3) organization, called MN Youth Intervention Programs Association (YIPA). Among the many other things we do as an association, we plan conferences and trainings for youth service professionals.  We strive to bring high quality conferences at a low cost to attendees, knowing that budgets for professional development opportunities are often very low or non-existent, but training needs are extremely high for those working with challenging youth. We also coordinate some events in collaboration with other statewide youth-service agencies. I have learned through experience that with a little effort and creativity you can put on a great event no matter what your budget. 

Use the Buddy System 
We’ve realized that with our mailing list of 60,000+ and large email list as well, we are able to offer some great “perks” to potential sponsors by including their name/logo on our promotional brochures. We also have added an exhibit hall to feature products and services available to youth service professionals.  In addition to sponsorships, we also seek funding from grants to support these professional development opportunities.

When planning events with other organizations, we take a serious look at what resources each organizations can bring to the table to help keep the budget down – things such as in-kind printing, connections to potential donors, etc.

Time is on Your Side
In most cases, planning far in advance is helpful in finding the best deals.  Once in a while, though, we are able to take advantage of venues looking to fill their space on a shorter notice.  It seems that Mondays and Fridays are often slower for hotels and conference centers and we are able to negotiate a better rate on room rental if our conference falls on one of those dates. 
 
Ask and You Shall Receive
I think there are a lot of people who don’t realize how much hotels and conference venues will work with you to fit within your budget. They are often able to be creative in menu planning so that you can get a great meal/break package for considerably less than their menu may show.  I have also found it very helpful (though sometimes time consuming!) to shop around – check out multiple venues and compare quotes.  Talking over competitors’ prices with a hotel or venue may be reason enough for them to lower their rates for you.

Its Just Lunch
Food is definitely an area where you can cut costs. We’ve learned that buffets tend to be more expensive than plated dinners or soup/sandwich bars.  Soda, bottled water and bottled juices sometimes seem outrageously priced! We usually make soda available for either lunch or the afternoon break rather than both. Sometimes we’ll skip on dessert with lunch and have it available during the break time.  We’ve also done several events where we give a slightly longer lunch break for “lunch on your own.”  We provide maps to local places to eat and specifically look for places with eating options within walking distance.  Sometimes attendees like the excuse to get up and walk around a bit. 
 
Quality Over Quantity
Because of the nature of our events and our audiences, we don’t provide many give-aways or “extras.”  We know that our attendees will have a positive experience because we have focused on the quality of the speakers and presenters. Although we always attempt to keep our overhead costs low, we refuse to skimp on the quality of the speakers and presenters. We do, however, try to make the best use of the speakers’ time and travel-related expenses. If we are bringing in a speaker for a full-day conference, we may work with local communities to organize a parent presentation on a similar topic.  We also want to maintain a high standard of service – being prompt on replies about conference questions, providing complete information to participants prior to the event.
 
It Can be Done
One of the most successful low-budget events that I’ve planned was our last “Rally for Youth Day at the Capitol.” The event drew registrations of over 800 people. We provided a full day of events and workshop opportunities, hundreds of free t-shirts, backpacks and stickers all within a budget of under $10,000 – and it included lunch!